I’m organising an event for number of delegates
Blog / News – Posted: 6th November, 2015

See Our Expert Tips to Ensure Your Event Runs Smoothly

Organised
  1. What’s the point?
    You have established that you want to hold a conference but you need to be clear on what you want it to achieve. Are you looking to generate revenue, interest new clients or internal marketing within your own company? Remind yourself of this at each step of the planning to ensure you keep focus.
  2. Big Ideas
    Think about your vision of the perfect conference. What would happen? Who would attend? Where would it be and what would the attendees take from it? Remember what you want the conference to achieve.
  3. Reality and costing
    Save where you can to enable you to spend where it matters. Find out what the venues offer in their price. Have a “non-negotiable” list as your base line spend and a list of “additional” items will give you a clear view on where you are with your budget. Don’t forget things like food, signage and marketing the event itself. Always have a contingency! In most cases you will need it! Remember why you are putting the conference on.
  4. Make sensible choices
    Now to reality. When deciding the details be practical as well as prudent. If people cannot get to the venue easily the attendance will be lower. Consider the need for accommodation or travel expenses for yourselves and the attendees. Does the venue offer everything under one roof? Can you compromise without losing emphasis on your final goal?
  5. Suppliers and relations
    Build relationships with your suppliers as early as you can. Be clear on what you need from them and how you see things working but be aware that they may have other options for you that could work well. Review your contracts carefully, hidden clauses especially around cancellations can be crippling! What’s included in the fee? Who will be responsible for things on the day? What support do you get from them?
  6. Get the speakers on board
    Identify your speakers and look at their specialisms, particularly how they will help you achieve your original goal. Speak to people who have heard them talk in the past, do they have the same ethos as your company? Be clear on what you want as subjects or discussions and their role on the day.
  7. What’s the plan?
    Pull together a schedule for the day as you see it, timeline how long things will take and when specific breaks or changes will take place. Mix things up to keep your audience interested and engaged and keep them fed and watered! It’s always good to have small periods of ‘down-time’ to allow for networking and to let the information sink in.  Remind yourself of what you want your attendees to leave thinking about.
  8. Make sure people know what’s going on
    If people aren’t aware of the event how can they attend? Consider how the event will be branded and communicated with the identified target market. Get the word out there about what they can expect from the day and the benefits they will find, make it interesting!
  9. Plan for a stress-free “Day Of”
    Being prepared can ensure a stress free day, keeping in contact with your participants guarantees everyone is clear about what to expect on the day. Make sure you are easy to get hold of by confirming you have their contact information and they have yours. Plan to see the venue before the conference begins to ensure everything is in place is another way to begin the day without a hiccup. Review your invoices as you receive them so you can resolve any disputes instantly.
  10. Evaluate your event
    Now that you have finished your event and are looking forward to future conferences feedback is extremely valuable. Have your participants fill out a feedback form whether this is on paper or electronically, it is all helpful stuff you can learn from.